If you pay suppliers on a regular basis, you can save time by setting up repeating bills in Xero instead of creating each bill from scratch. In this tutorial, we will use Xero’s demo company to create a repeating bill and then have a look at where repeating bill templates are saved.
Purchases Section in Xero
To get to the right place in Xero, go to Business → Sales overview from the main menu:
How to Create a Repeating Bill in Xero
From the main Purchases screen, click on the + New drop-down button and choose Repeating Bill from the list:
The New Repeating Bill screen is similar to the screen for creating an individual bill, except it includes a section at the top where you can choose your repeating bill settings. Let’s create a repeating bill for one of the demo company’s suppliers.
Repeating Bill Settings
For this exercise, we will create a bill that repeats once a month on a certain date. We will tell Xero to keep creating repeat bills forever and to save them as drafts so they can be reviewed and approved manually before being paid. To do this, enter the following settings:
- Repeat this transaction every: type in 1 and choose Month(s) for this setting.
- Bill Date: choose today’s date.
- Due Date: choose the date 30 days from today’s date.
- End Date (Optional): leave this blank.
- Save as Draft: click on the radio button for this option.
Other Bill Settings
Now that we have told Xero how and when we want the bill to repeat, we can create the first bill. For this exercise, I have created a bill using the following settings:
- Bill From: enter ASGARD.
- Reference: enter 0001.
- Description: type in Consulting services.
- Quantity: type in 1.
- Unit Price: type in 500.00.
- Account: choose 200 – Sales.
The other settings will either automatically populate or can be left blank:
When you are happy with everything, click on Save to create your first bill and save the repeating bill template.
Check the First Bill and Repeating Bill Template
To see if our first bill has been created click on the Draft tab on the main Bills screen:
As you can see, the first bill has been created and saved as a draft, just as we wanted. In future, repeats of this bill will also be saved as drafts and will appear in this section of Xero once they have been automatically created. This will happen on the 9th of each month, as per our settings.
Now let’s see if our repeating invoice template has been saved in Xero. To do this, click on the Repeating tab in the main Bills screen:
Here we can see that our repeating bill template has been successfully created. We can also see that the next bill will be created in 30 days’ time, just as we wanted.
If you need to make changes to future bills, click on the template from this list to get to the repeating bill template. Any changes you make will be applied to all repeat bills.